GeorgiaFIRST Financials
Pre-Conference Workshop
David Nisbet and Vikki Williamson
September 17, 2014
9:00am – 11:00am
Agenda
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Introduction
9.2 Application Upgrade Schedule
Goals and Objectives of 9.2 Upgrade
Institutional Involvement
Current 8.9 Production
Institutional Retrofits
Security
Pre-Upgrade Cleanup
Scope
Institution Workstation Configuration
Application Integration
Demo of 9.2
Introduction
• Purpose – Enhance, streamline and improve
business processes and operations
• Partnership with financial leadership at USG
institutions
• Coordination with auditors
• Increased focus on functioning as a system
Upgrade Schedule
Fit Gap
Sessions
Scope Definition
Detail Project Plan
Complete
May 2014
Project
Planning
July 2014
Development
Retrofits
10/31/2014
September 2014
January 2015
System Testing
CAO/BIC/BPC
Approval
Fit Gap
Preparation
November 2014
User Acceptance
Testing
Complete
Unit Testing
Functional
Specifications
Creation
Complete
Application
Configuration
Institutional
Retrofits
March 2015
Final
Go Live
Complete
Training
Goals and Objectives
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Reduce modifications
Reduce complexity
Increase standardization
Improve Expense module functionality
Increase automation of current manual
processes
Goals and Objectives
Modification Comparison 8.9 vs 9.2
PeopleSoft Module
8.9 Modification Total
9.2 Modification Total
Percent Decrease
Accounts Payable
53
19
64%
Asset Management
10
1
90%
ePro/GFM
34
17
50%
Expenses
34
15
56%
General Ledger
32
19
41%
Purchasing
24
5
79%
187
76
60%
Total
Institutional Involvement
• Institutional Coordinator Responsibilities
– Key Contact for your institution
– Participate in scheduled project status meetings
– Disseminate information from project team
– Provide feedback
– Identify appropriate staff for UAT & Go-live
– Assist with coordination and scheduling training
Institutional Involvement
• Technical Representative Responsibilities
– Central contact for all technical communications
– Banner Integration:
• UAT (firewall changes, dblinks, etc.)
• Go-live cutover
– User workstation setup and issues
– PSQST (2-tier) access and institutional
development
Institutional Involvement
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Institutional Retrofits
Pre-upgrade Cleanup
Security Setup
Training
UAT
Production Cutover and Validation
Current 8.9 Production
• Development Freeze
• Resource Contention
• Clean up now
Security
• Security access review for changes from 8.9 to
9.2
– Job aids will be provided to identify role changes
• Dynamic role assignments
• New Workflow roles
• Attend the 9.2 Security session on Thursday at
3:30pm for more information
Pre-Upgrade Cleanup Examples
• Workflow
– Various workflow changes
– Transactions (Requisitions, Purchase Orders,
Vouchers, Travel Authorizations, Expense Reports,
Journals, etc.) will need to be in a specific status.
– Attend each of the 9.2 upgrade sessions for more
information.
Pre-Upgrade Cleanup Examples
• ePro/Purchasing
– Approve or close requisitions and Purchase Orders
• Assets
– Must be run through transloader and cannot be in
a pending status.
Pre-Upgrade Cleanup Examples
• AP Vouchers:
– Vouchers should be matched and budget checked.
– Vouchers should be posted.
• AP Pay Cycles/Payments:
– Pay cycles must be in a completed status.
– Payments should be posted.
Pre-Upgrade Cleanup Examples
• Journal Generate
– All AP accounting entries (vouchers and
payments)
– All Expense module accounting entries
• 1099 Withhold Post
– Run Post Withholdings for CY2015
Scope – Modifications
What has happened since Fit Gap?
• Fit Gap recommendations posted on
GeorgiaFIRST Financials website (Project
information, PeopleSoft Financials 9.2 Upgrade):
http://www.usg.edu/gafirstfin/project_information/peoplesoft_financials_9.2_upgrade
• Chief Accounting Officers and Budget Issues
Committee met and approved or denied
recommendations.
Scope – Modifications
• Business Analysts completed initial tests to
validate that mods where a PeopleSoft fix
available can be dropped.
• Created functional specification documents.
• Collaborating with Technical team on how to
simplify or reduce complexity.
Scope - Modifications
Module
9.2 Online
Mods
9.2 BOR
Reports
Total 9.2 Mods
by Module
9.2 BOR
Queries
GL/KK
19
43
62
114
EX
15
1
16
23
ePro-GFM
17
1
18
18
PO
5
7
12
18
AP
19
6
25
36
SEC/PT
12
0
12
2
1
7
8
31
ADP Recon
23
21
44
7
Common Remitter
21
26
47
6
Budget Prep
24
13
37
9
Payroll
14
21
35
18
170
152
316
282
AM
Total Mods
Scope - Modifications
• Accounts Payable
– Approach - start with clean slate and drop most
AP modifications in favor of delivered
functionality.
– Reality - we will have to keep some and have a few
new modifications in 9.2
– Good news - able to reduce complexity and use
delivered functionality that was previously not an
option.
Scope - Modifications
• Accounts Payable - Significant Project
Decisions and Changes
– Standardized AP Check Printer Recommendation
• HP Troy
– Signatures will be an image stored on network
• ITS will provide image requirements
– AP Check files will be a PDF file
• Can eliminate use of SwiftView
Scope - Modifications
• ePro, Purchasing and GeorgiaFirst
Marketplace
– Dropping substantial amount of mods for ePro
and Purchasing
– New features like Pre-budget check
– Trying to incorporate changes to address
institutional needs (NIGP 5 digit codes, updates to
the printed PO, etc.)
– No GFM changes planned
Scope - Modifications
• Expenses
– Emphasis on enhancements and maturing
Expenses module by Oracle and ITS
– This will help us broaden functionality
– Dropping mods applied due to being behind on
Oracle bundles/fixes.
– Continuing to engage Fit Gap participants for
input (personal/commute mileage).
– Some configuration changes planned.
Scope - Modifications
• Asset Management
– No significant changes
– New Combo edit functionality
– Attempting to deliver new AM reports to assist in
balancing within AM module and Capital Ledger
Scope - Modifications
• General Ledger & Commitment Control
– Explored dropping the ENCUMB Ledger but
decision was made to keep it.
– Mod that syncs Budget Reference with Budget
Period is being dropped.
– PCARD Functionality – keeping custom BOR table
and file import functionality
Scope - Configuration
• Significant Project Decisions
– Ledger Configuration Changes
• Update to how projects are budgeted – adding
project_id to the ORG and APPROP ledgers
• Julie Thompson will cover this configuration change and
the topics on the previous slide in greater detail in the
9.2 GL session Thursday.
Institution Workstation Configuration
CHANGES
• Crystal Reports vs. BI Publisher
– ORACLE no longer provides Crystal Reports
– You may use your own version of Crystal Reports
– PS and BOR delivered reports -> BI Publisher
Institution Workstation Configuration
CHANGES
• Check Printing
– Standard PDF format (Acrobat Reader)
– SwiftView no longer needed
• New Spreadsheets
– Voucher Load and Journal Load
Institution Workstation Configuration
• Most Workstations – no changes
– If it works today is should work with the upgrade
– Updated workstation installation guides
Institution Workstation Configuration
• Some Workstations
– Budget and Journal load spreadsheets
– Voucher Load spreadsheets
– SwiftView no longer needed for person doing AP
check printing!
Institution Workstation Configuration
• Advanced Users / Technical Staff
– PSQUEST or SQL Developer (2-tier) access
– Oracle 11g Installation Guide
– PeopleTools 8.53 Installation Guide
Institutional Retrofits
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Institutional queries and developed reports
Database(s) will be provided
Query jump start reports will be provided
Document of record changes (including BOR)
Application Integration
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BOR Payroll
Benefits (ADP) Reconciliation
Common Remitter
Budget Prep
Budget Prep 9.2 Upgrade
• Budget Prep Bug Fixes and Enhancements:
http://www.usg.edu/gafirstfin/project_information/peoplesoft_financials_9.2_upgrade
– PeopleSoft Financials 9.2 Upgrade:
Budget Issues Committee (BIC)
• Budget_Prep_Fit_Gap_Items_Summary rev. 09/04/2014
Budget Prep 9.2 Upgrade
• Few highlighted Bug Fixes/Enhancements:
– Budget Data Tab vs New Distrib Tab in Personal
Services Update Pages not in sync. (BUG FIX).
– Issue not being able to save new NPS Budget Lines
(BUG FIX)
– Suppress zero budgets from being loaded into
Financials (ENHANCEMENT)
– Ability to run Fringe Generator on range of
departments or all departments (ENHANCEMENT)
– Extract Projects and Grants (not just Grants)
(ENHANCEMENT)
Budget Prep 9.2 Upgrade
• Pre-Budget Prep Activities (Feb/March):
– Make sure positions have valid pay distributions
– Clean up inactive/active positions in EV5
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Title changes
Inactivate position that are not needed in extraction
Create new approved positions
Add new departments (PSFIN)
Request new departments from SSC
– Clean up grants (PSFin)
9.2 Demo
Future Upgrade Communications &
Documentation
• Scheduled WebEx sessions
• GeorgiaFIRST Financials website
• UPK Business Process documentation and Job
Aids
• Targeted emails to Institutional Coordinator
and Technical Representative
Summary of 9.2 Related Sessions
Day and Time
Session Title
Room
Wednesday, 3:20pm
GeorgiaFIRST Financials Update and Roadmap
Oglethorpe E
Thursday, 9:40am
PeopleSoft 9.2 ePro and Purchasing: Not So New But Improved
Oglethorpe F/G
Thursday, 1:00pm
Accounts Payable 9.2: How It Will Be Different
Oglethorpe F/G
Thursday, 2:00pm
What to Expect in PeopleSoft Expenses 9.2
Oglethorpe E
Thursday, 3:10pm
The Slightly Re-Engineered PeopleSoft 9.2 Security
Oglethorpe E
Thursday, 3:10pm
How to Better Manage Your Assets in PeopleSoft 9.2
Oglethorpe F/G
Thursday, 4:10pm
Getting Ready for PeopleSoft 9.2 General Ledger
Oglethorpe E
Thursday, 5:10pm
In PeopleSoft 9.2, Workflow is Overflowing!
Oglethorpe E
Friday, 9:30am
PeopleSoft Query
Oglethorpe E
Questions?
University System of Georgia
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